Video Conferencing

Starting September 27th, Zoom will require that all meetings have a Passcode or a Waiting Room enabled. For more information, including an FAQ, visit Zoom’s support page.

Login to Zoom Zoom Support Zoom Service Status

Our comprehensive guide to Zoom best practices will ensure your meetings are both efficient and secure.

Looking for ways to improve your video conferencing experience? Here a few hints and tips to having a successful Zoom video conference!

* Each participant is joining a virtual room where the meeting is taking place. Your device (computer, tablet, smart phone, etc...) has to transmit and receive live audio, screen sharing and video in most video conferencing. The stronger and more stable your connection to the meeting, the better the experience.
* Ethernet (hardwired internet connection) - use an Ethernet cable if possible; wifi could add to an unstable connection, especially if using live video.
* Smart Phone - to increase stability of the session, it is best to not use live video if using a smart phone.
* Click here for more information on wireless connectivity and network instability issues while using Zoom.
* If you have bandwidth issues audio should be the highest priority and also uses the least amount of bandwidth.
* Shared content is next in priority after audio. It requires more bandwidth but is normally very important for collaboration.
* Live video takes the most bandwidth and should only be used as necessary.
Wear headphones if possible. Zoom does audio processing to reduce background noise so wearing reduces the work it has to do.
*More light in the room is normally better for webcams.
*Direction of the light can make your face look different.

If you are struggling with an issue not featured here, the answers to most commonly asked questions, including ones not listed below, can be found in our Zoom Cheatsheet.

Yes. Starting on September 27, 2020, Zoom will require that all meetings have a passcode or waiting room enabled. If you do not have a passcode or waiting room enabled by the 27th, Zoom will enable a waiting room for your meetings. If you already have a passcode or waiting room enabled for your meetings, your settings will remain the same for your current selection.

  • You can customize the Waiting Room experience with an approved list of domains that can bypass the Waiting Room and directly join the meeting
  • You can find meetings that are scheduled without a Passcode by pulling the following report 
  • For meeting join information, we are renaming “Passwords” to “Passcodes” to better align with its role of allowing people in a meeting
Meetings can be locked, which prevents other participants from joining the meeting in progress. You can learn more about locking meetings and managing participants here
1. If the Participants panel is not visible, click Manage Participants at the bottom of the Zoom window.
2.Next to the person you want to remove, click More.
3. From the list that appears, click Remove.
As of Friday, April 10, 2020, all managed Windows computers’ Zoom app will be enabled for auto-upgrading. The next time users open their Zoom app they will be prompted to upgrade and should accept the change. Note that your computer must be restarted for this setting to take effect. This upgrade will ensure that any security changes to the Zoom app will be applied directly and quickly from Zoom.

Important changes and enhancements from this upgrade include:
Remove the meeting ID from the title bar. The meeting ID will no longer be displayed in the title bar of the Zoom meeting window. The meeting ID can be found by clicking on the info icon at the top left of the client window or by clicking Participants, then Invite.
Invite button under Participants. The button to invite others to join your Zoom meeting is now available at the bottom of the Participants panel.
Local file transfer in meeting chat. The feature file transfer in meeting chat has been re-enabled. Third-party file transfers and sharing clickable links are still disabled.
Security icon in host’s meeting controls. The meeting host will now have a Security icon in their meeting controls, which combines all of Zoom’s existing in-meeting security controls into one place. This includes locking the meeting, enabling Waiting Room, and more. Users can also now enable Waiting Room in a meeting, even if the feature was turned off before the start of the meeting.

WashU’s contract with Zoom is specifically for current students, faculty, and staff. This means that once a student is no longer active at WashU through graduation, transfer, etc., access to their WUSTL Zoom account will end. Students who are no longer current at WashU may still attend Zoom meetings, but will no longer be able to create their own Zoom meetings with their current account.
Those seeking to host meetings with more than 300 attendees, may purchase a Zoom webinar license through the software licensing catalog. Please note purchasing a webinar license is only accessible with a WashU IP address; attempts to access off-campus without a VPN will result in a 404 error. Zoom Webinar License Details:
* Webinar 500 (up to 500 attendees): $1,215/year
* Webinar 1000: $2,924/year
* Comparison between meetings and webinars
* Purchase a Zoom Webinar License 
* Contact software licensing: softwarelicensing@wustl.edu
* If your HR file is tagged that you may handle protected health information (PHI), you will be placed in the WUSTL HIPAA group. This could be due to the role you play or the department you are assigned to.
* This is not an error.
* You will (or have received) an email confirming the creation of your account and asking you if you want to switch the WUSTL HIPAA group.
* Click the link in that email to accept the group change and validate your account.
* The WUSTL HIPAA group has some security restrictions to protect the handling of PHI - for example, meetings cannot be recorded to a cloud service, only to local machines.
* Individuals who believe they should not be in the WUSTL HIPAA group should submit a request to the Information Security Office for review.
Yes
The alternative host option allows you to schedule meetings and designate another Licensed user on the same account to start the meeting or webinar if you are unable to. Full instructions on how to add an alternate host can be found here
Users in certain countries or regions are unable to access Zoom for regulatory reasons. You can view a complete list of restricted countries here.
** Note: If VPNs are allowed in your country, this is an alternative way to access Zoom
1. Download the Zoom Microsoft Outlook Plugin MSI file from the Zoom Download Center.
2. Select the Schedule a Meeting button in the ribbon of the Outlook application.
3. Input your meeting details and Send.
4. A calendar invitation will appear with the Zoom information generated automatically.
Zoom set-up on Apple devices is different than set-up for devices running Windows. Due to issues with MacOS's Zoom Outlook plug-in, only Zoom Client is deployed. Learn how to get Zoom set up and working perfectly on your favorite Apple products here
Currently, there is a delay in receiving confirmation emails, due to the high volume of new users registering at the same time. Users should receive a confirmation the day following your registration. If you have not received your email by then, please contact the Help Desk at (314) 933-3333 or ithelp@wustl.edu.
Yes! You can get started on closed captioning here
While you can use Zoom through your remote desktop, you may run into network issues. For a smooth experience it's recommended that you install Zoom on your computer at home and use it that way.
Reboot and clear the cache in your browser.
WashU has a managed domain that requires using your Single Sign On (SSO, WUSTL Key). Go to https://gozoom.wustl.edu and login in using your WUSTL Key. That should put you into the full WUSTL Zoom account with no time limits.

If you are struggling with issues related to Zoom, please contact WashU IT's helpdesk at ithelp@wustl.edu or (314) 933-3333

Looking for training opportunities? Zoom hosts a number of free, live webinar training sessions! Find the one that's best for you.

Pre-Recorded Basic Zoom User Training

Zoom Cheat Sheet

Find Another Training Course

For those logging in to the Zoom desktop app for the first time, follow the instructions below.

After clicking on the app, the initial log-in screen will appear as pictured below. Select "sign in with SSO" on the righthand side of the screen and proceed to the next step.

 

After selecting "log in with SSO", you will be prompted to enter a domain name. Enter "wustl" as the domain name and click continue

**NOTE: Certain individuals requiring HIPAA compliance will be asked to upgrade to a WustlHIPAA Zoom account. Individuals belonging to this group should be prompted during sign-in and again via email.

You should now be signed in to your WashU Zoom account.

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